M365 Copilot Purchase and Enablement Process

Standard Operating Procedure (SOP)

1. Purpose

This SOP establishes the process for purchasing, enabling, and renewing Microsoft 365 Copilot licenses.

2. Scope

This procedure applies to all departments and employees requesting access to Microsoft 365 Copilot.

3. Annual Cost

  • Microsoft 365 Copilot is available at an annual cost of $214 per user.
  • Costs are charged back to the requesting department following procurement processes.

4. Procedure

Step 1: Submit Business Request

The requesting department must submit a Business Request and provide a clear business justification describing:

  • Why Copilot is needed.
  • Intended business use cases.
  • No COI or VSA is required for this request
  • Business Request Link:  Submit OIT Business Service request (Please log in with your campus credentials)

Step 2: Review and Approval

IT will review the request to ensure:

  • The business need is adequately justified.
  • The request complies with the organization's AI Policy.
  • The requested use aligns with approved Copilot use cases.

Step 3: Cost Confirmation

  • The requesting department & supervisor will be notified of the annual cost.
  • The number of licenses requested will be confirmed.
  • An invoice will be prepared for processing.

Step 4: Procurement and Payment

  • IT will provide the invoice to the requesting department.
  • The requesting department will process an SCA Voucher based on the provided invoice.
  • Payment must be completed before license activation can occur.

Step 5: Copilot Enablement

After payment confirmation:

  • OIT Business Office will submit a ticket to the Support Center.
  • The Support Center will assign and enable Copilot licenses for the approved users.
  • The requesting department will be notified once activation is complete.

5. Annual Renewal Process

Each year, IT will send departments a renewal invoice for their Microsoft 365 Copilot licenses.

  • The requesting department is responsible for processing an SCA Voucher based on the invoice provided by IT.
  • To avoid interruption of service, payment must be completed by the specified due date.
  • Copilot licenses may be deactivated if payment is not received in a timely manner.

If licenses are no longer required:

  • The department must notify IT before the renewal date.
  • Copilot licenses will be removed at the end of the current subscription term.
  • No additional charges will be incurred after the licenses are removed.

6. Compliance

All Copilot usage must comply with:

  • Organizational AI Policy

Failure to comply with these requirements may result in removal of access.

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